Close the Move-Out Key Custody Record Without Guesswork

Move-out access devices pass through several hands at the moment a property's occupancy and turnover status is changing. A custody record makes possession observable without treating key return as proof of every other move-out fact.

Quick Overview

List expected keys, fobs, remotes, permits, and codes from the approved source. At transfer, record item type, count, identifier where safe, time, receiving person, storage location, and exception. Use controlled references instead of publishing access codes.

The record does not determine legal possession, surrender, deposit charges, abandonment, or permission to enter. Authorized reviewers decide those questions.

Preserve every transfer

Use a stable custody ID and append each handoff. The key release authorization check supports later issuance. The move-out condition sequence keeps condition evidence on a separate track.

Disable or reprogram electronic credentials only under the approved procedure. If an item is missing, record the exception and owner rather than marking the whole set returned.

Common Mistakes

Avoid photographing readable access codes, leaving keys in an unlabeled drawer, backdating a handoff, or assuming one returned key represents every copy.

Common Questions Answered

When an after-hours drop is used, record the collection event and available evidence. When a third party returns items, preserve identity and authority within the approved privacy process. Route disputes instead of adjudicating them.

Ready to use this routine

Reconcile expected and received items before turnover access is issued. Review custody gaps daily until an authorized owner accepts the resolution.

See CISA physical security guidance for general security context.

Published September 8, 2026.